The Pachamama Project Privacy Policy Statement 2024-25

The Pachamama Project is committed to respecting and protecting your privacy when you interact with us. We want you to feel confident that we are serious about any concerns surrounding the security and safeguarding of your personal information (data).

This statement is about what we are doing with your personal data and our promises to you. It will explain:

  • Who we are
  • How and why we collect it
  • How we will use it
  • How we will store it
  • Who we will share it with
  • How you can access and control it
  • Any other rights you have

We may amend this policy at any time to ensure that we are keeping up to date with the latest legislation. We promise to act in accordance with the rules set out in the Data Protection Bill 2017 and the General Data Protection Regulation (GDPR) in how we gather and use your personal information and to respond appropriately to any future changes to these.

When you see “we”, “us” or “our” this means The Pachamama Project.

Who are we?

The Pachamama Project is a registered charity (see details below) which provides reusable sanitary products, other items or donations to individuals who are in need, through other organisations working to prevent or relieve poverty. Our services are delivered through the work of our volunteers who are predominantly home-based. Interaction takes place through our website, social media accounts, email, mobile telephone applications and over the telephone. Some work takes place in community groups where interaction is also face to face.

We provide information about our services to the public through our website and social media accounts.

Our registered address is 104 Vicarage Lane, Great Baddow, Chelmsford, CM2 8JD, United Kingdom.

Personal Information that we collect

The Pachamama Project collects information from its volunteers and from its partner organisations.

Information volunteers provide to us

What

When a volunteer seeks to register with us we request the following personal information:

  • Name
  • Telephone number
  • Name of group/society/school (as appropriate)
  • Address
  • Email address
  • Number of members (if appropriate)

Why

We request this in order to:

  • deliver advice and support to you to help you to contribute effectively to the charity in your role as a volunteer
  • share updates and news on Pachamama Project activities
  • organise local Pachamama Project activities
  • keep track of progress on goods being made or collected by you to help us to plan deliveries to our partner organisations
  • obtain your feedback
  • check the quality of our services and share our feedback
  • help investigate any concerns raised by anyone

Information gathered when you use our website helps us make improvements to the navigation (how you move through the website) and content (information on the pages), so that you can easily find the right information whether you visit us online using a desktop PC, laptop, tablet, or mobile phone.

Information gathered when you use our social media site(s) such as Facebook and Twitter help us to understand whether our posts are engaging and of interest to you, and to ensure we are effective in targeting the right messages to the right people.

We will securely delete the personal information of each volunteer on their fifth anniversary of joining us unless either you wish to stipulate an earlier date, or, you confirm otherwise when we write to you prior to your fifth anniversary.

Information partner organisations provide to us

When we deal with other organisations, including but not limited to charitable partners or third party suppliers of goods or services, we do not obtain individuals’ personal information, neither for their representatives nor for others whose information they hold. We only obtain the organisation’s approved public domain trading information: business contact names, business email addresses, business telephone numbers and business location addresses. In addition, for third party suppliers of goods or services, we obtain their own preferred business details for any payment we may be required to make to them.

Volunteers’ personal information rights

  1. You have the right to access personal information held about you by us.
  2. If the information we hold about you is inaccurate you have a right to have this corrected and you have the right to request completion of incomplete data.
  3. You have the right to request the erasure of your personal data in certain circumstances (which is sometimes known as the ‘right to be forgotten’).
  4. You have the right to request that we stop, or restrict the processing of your personal data, in certain circumstances. Where possible we will seek to comply with your request, but we may be required to hold or process information to comply with a legal requirement.
  5. You also have the right to tell us how you want to be contacted and what you want to be contacted about.
  6. You can make any of these requests by writing to us at our registered address.

Don’t forget that you can change your mind at any time.

Sharing volunteers’ personal information

We will never sell your personal data.

We will contain use of your personal data to within The Pachamama Project, meaning its trustees and other volunteers.

However, we may share some of your personal data outside The Pachamama Project if we are required to obtain professional or legal advice on a matter relating to you or if there is a legal requirement to do so.

Where we publish data about our volunteers (for example the number of volunteers in a geographical area) this will be in an aggregated and anonymised statistical format where an individual cannot not be personally identified.

Storing your personal information

We will take all reasonable steps to ensure we keep details safe, secure and used in accordance to this policy. We will use strict procedures and security features to prevent unauthorised access to your information.

While we will do our best to protect your personal information, there may be a situation that happens outside our control that may affect you based on access to your data. We promise to act promptly and in accordance with the rules set out in the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) to ensure any impact on you is minimised.